## **Trustees' Annual Report for the period** Period start date Period end date **To From** 1 January 2023 31 December 2023 ## Section A Reference and administration details **Charity name** ## Sherborne Classic Cars CIO **Other names charity is known by** None **Registered charity number (if any)** 1172969 **Charity's principal address** Gables Gables Wash Lane Montacute, Somerset **Postcode TA15 6XA** ## **Names of the charity trustees who manage the charity** |1
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9|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **| |---|---|---|---| ||Neil James Bright||| ||Andrew Ernest
Davies|Chairman|| ||Mark Jonathan
Main||Retired 28thFebruary
2023| ||Lesley Jane
Hamilton||| ||Andrew Rousell||| ||Ian Pilbeam||Resigned 17thJuly2023| ||Olivia Sugg||Appointed 28thFebruary
2023| ||Simon Taylor||Appointed 4thOctober
2023| ||||| ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** **TAR** March **2012** 1 ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Constitution - (eg. trust deed, constitution) Charitable Incorporated Organisation How the charity is constituted - (eg. trust, association, company) Each of the four community service organisations (Rotary Club of Trustee selection methods Sherborne Castles, Rotary Club of Brue Valley, Yeovil Round Table and (eg. appointed by, elected by) Yeovil Lions Club) may appoint a trustee. The CIO’s “Members” may appoint up to two Independent Trustees. ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** The purpose (the object) of the CIO is for the public benefit to advance exclusively charitable purposes (according to the laws of England and Wales) that from time to time the trustees see fit. **TAR** March **2012** 2 The CIO owns Sherborne Classic and Supercars Limited, which, each year, runs a car show to raise funds for Charity. The profits from the show are transferred to the CIO which distributes these funds to charities according to the rules as set out in the Constitution. **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** ## **Additional details of objectives and activities (Optional information)** ## **GRANT-MAKING POLICY** 1 **About this policy** - 1.1 This policy applies to Sherborne Classic Cars CIO (the **Charity** ), a charitable incorporated organisation constituted and registered in England and Wales (number 1172969). You **may choose** to include further statements, where relevant, about: - 1.2 Under the terms of the Charity’s constitution, the trustees of the Charity (the **Trustees** ) have a duty to apply the Charity’s funds for the following purpose (the **Object** ): - policy on grant-making; - policy programme related investment; - contribution made by volunteers. - “ _For the public benefit to advance exclusively charitable purposes (according to the laws of England and Wales) that from time to time the trustees see fit_ .” The Trustees have ultimate responsibility for all the Charity’s grant-making decisions. - 1.3 This policy set outs the principles and procedures that guide the Trustees when they are making grants to further the Object, and provides information about the Charity’s grant-making process. **2 Our funding priorities** **TAR** March **2012** 3 - 2.1 The Trustees recognise that the number of projects which can be supported is, of necessity, limited by the amount of funds available for distribution each year. The Trustees’ principle funding priorities are to support one major charity, which may be a national charity, and after that only charities with a location within 30 miles of Sherborne, Dorset. - 2.2 The Trustees may occasionally award grants that fall outside the priorities stated in this policy provided they are satisfied that the grant will further the Object and is an appropriate use of the Charity’s funds. - 2.3 The amount distributed in any year may not be taken as a guide to the amount that may become available for distribution in a subsequent year. - **3 Who can apply for a grant** - 3.1 The Trustees welcome proposals that support their funding priorities, but will usually only award grants to: 3.1.1 charities that are registered with the Charity Commission for England and Wales; and/or - 3.1.2 organisations that qualify as charities under the law of England and Wales, but are not required to register with the Charity Commission for England and Wales. - **4 What we will fund** 4.1 The Trustees will usually make grants of between £1,000 and £10,000, but may award a greater amount in the case of a major charity that falls within the Charity’s funding priorities. - 4.2 All grants awarded by the Charity must be used to cover costs that are directly connected to carrying out the charitable activities that the Charity Trustees have agreed to fund (see 8.1.1 below). - 4.3 If a grant covers part of the cost of a proposal, the Trustees may require the applicant to provide details of the other funder(s) and the funding that they have secured or applied for. - **5 Principles** 5.1 In awarding funding, the Trustees will apply the following principles: 5.1.1 Applications will be considered on the basis of the information provided by the applicant. - 5.1.2 The Trustees will determine each application on its own merits. This includes applications made by previous recipients of funding or previously unsuccessful applicants (although see paragraph 5.2 where an applicant was previously unsuccessful). - 5.2 The Trustees will not award grants to an organisation that has previously submitted a proposal where the applicant failed the Trustees’ due diligence checks and the issues identified at that time have not been addressed. **TAR** March **2012** 4 ## **6 Exclusions** The Trustees will in no circumstances approve the use of the Charity’s funds for purposes which fall outside of the Object set out in paragraph 1.2. ## **7 Grant application process** - 7.1 All applications for funding must be made using the online process through the application page on the website https://classic-supercars.co.uk. - 7.2 The closing date for applications each year will be displayed on the Charity’s website. ## **8 Information requirements before awarding funding** - 8.1 Before awarding funding to an applicant, the applicant must: - 8.1.1 inform the Trustees of the purpose of the application, details of the purpose and the way in which the funding will be used in the furtherance of the applicant’s charitable purposes; and - 8.1.2 provide adequate information regarding the identity, charitable status and financial status of the applicant. - 8.2 When the Trustees are considering a grant-funding proposal, they will undertake due diligence checks, which may include requesting further details of the proposal. - 8.3 No funding will be considered retrospectively. ## **9 Assessment process** - 9.1 All funding applications will be subject to initial assessment to ensure they meet the basic criteria for funding. The Trustees will aim to notify all applicants, informing them of the outcome of their application for funding, within eight weeks of the closing date for applications. - 9.2 Initial decisions regarding successful applications will be made prior to the Sherborne Classic and Supercars Show in any year and therefore before the Trustees know the amount of money available for grants. Once the Show has been held and the sum available for grants is known, the Trustees will decide on the final allocation of funding and notify the successful applicants accordingly. - 9.3 Applicants should note that, as with many other charitable trusts, the Charity is expected to receive far more applications that it has funds to support. Even if a project fits within the criteria and priorities of the Charity and a detailed assessment has been made, the Charity may still be unable to provide funding. - 9.4 The decision of the Trustees is final. The Trustees will not be obliged to provide an explanation to the applicant should their application be unsuccessful. **TAR** March **2012** 5 ## **10 Reporting requirements and monitoring** Evidence may be required to confirm the funds have been used in accordance with the purpose of the funding. **11 Repayment** The Trustees may require repayment of all or part of the grant if: 11.1 the project or purpose for which it was awarded does not proceed; 11.2 part of the grant remains unused when the activities that the grant was intended to fund have been completed; or 11.3 the grant is used for a purpose other than that which has been agreed. ## **12 Reviewing and amending this policy** The Trustees may vary the terms of this policy from time to time. On 9[th] April 2024, the Trustees amended the above policy by the addition of a new clause 2.2 and re-numbering of the original clauses 2.2 and 2.3 accordingly. The new clause 2.2, which will first take effect with respect to the 2025 car show, is: In recognition of and motivation for the pivotal role played by members of Yeovil Lions Club, Yeovil Round Table and the Rotary Clubs of Brue Valley, Sherborne Castles and Yeo Vale in organising and delivering the Classic and Supercars Show, they should receive a contribution to their charity funds for onward delivery to charities or good causes of their choice that fall within a 30-mile radius of Sherborne. The total amount of the contribution will be 10% of the funds generated by the show in any particular year and this will be divided equally between Yeovil Lions, Yeovil Round Table and the Rotary clubs. The Rotary share will be split between Brue Valley, Sherborne Castles and Yeo Vale, such split to be agreed between them. ## Section D Achievements and performance **TAR** March **2012** 6 ## Section D Achievements and erformance p **Summary of the main achievements of the charity during the year** |Achievements andperformance|Achievements andperformance|Achievements andperformance| |---|---|---| |During 2023 the CIO received £55,000 from Sherborne Classic and
Supercars Limited, which was distributed to national and local charities
as shown below:||| |**Name of Charity**|**Amount distributed(£)**|| |Ronald McDonald House|18,000|| |Yeovil Hospital Charity|7,000|| |South Somerset Community
Accessible Transport|6,000|| |Freewheelers Emergency Voluntary
Service(Yeovil)|5,000|| |Yeovil Cricket Club|4,000|| |The Children's Air Ambulance|3,000|| |Citizens Advice Central Dorset|3,000|| |Sherborne Area Youth & Community
Centre|2,500|| |Somerset Sight|2,500|| |Future Roots/Countrymen UK|2,000|| |Youth Resource Services (the
Rendezvous,Sherborne)Ltd|2,000|| |**TOTAL**|**£55,000**|| |||| **TAR** March **2012** 7 ## **Section E Financial review** **Brief statement of the** **charity’s policy on reserves** The Trustees have determined that a level of reserves in excess of £22,000 are required to enable the car show to survive unplanned losses and are in the process of building the reserves up. **Details of any funds materially in deficit** None ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. ## **Section F Other optional information** ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** **Full name(s)** Andrew Ernest Davies **Position (eg Secretary, Chair,** Chair **etc)** **Date** 10th September 2024 **TAR** March **2012** 8 Sherborne aasslc Cars CIO Reglrtered C￿rIty Nwnber: 1172969 ftec•lpts and payments accounts For the y•ar ernled 3tst December 2023 2023 R•c•lpts Donatlon from Sherborne aassk & Superc•f5 Umbted Total recelpts 55,CQ) 55,CKKI 65.IXII 65.(XXI Paymnts Donation5 Total payments S5,1￿) ss,¢JJ) fteceSpts less payments Cash funds last year end Cash lunds thls y••r •rnl 15,540 15,540 10,540 15,$40 These xcounts were approved by the trustees on 10th September 2024 JKI are s18ned on thelr behalf by: E. Davbes Trustee Notrf to th• The CIO owns IiJrA of the share ca￿tal of Sherborne Classk & Supercars Umlted whlch. each year, runs • c•r show to ralse funds for the ao. The proffts from the show are donated to the CIO whlch dlstrlbutes these fvnds to charltles PXCOfdln8 to the rules set out In the ao's constitutlon. All fund5 of th• CIO are unrestrlrted. The CIO Is retalnln8 reserves Judged suffkient to support the car show In the event of a bad flnanclal outcome due to events beyond the control of the show oryJnlser& Sherbome Classic Cars ao h a charltsble incorporated organisatlon cMstltuted and reglstered undef the laws of Eneland and Wales. whose reglstered offlce Is Gables, Wash Lane, MonLKUte, Somerset TA15 6X DwwtlorKs w•r• m•d• to th• folltrwl Ronald Mc()onald House Yeovll Hospltal Charlty South Somerset Communlty Accesslble Transport Ffeewheeler5 Emergency Voluntary Sefvke (Yeovll) Yeovll Crkket aub The Chlldren's Alr Ambulance adzens Advke Central Dorset Sherbome Axea Youth & Community Centre Somerset %8ht Future Rootslcountrymen UK Youth Resource Servlces {the Rendezvous. Sherborne) Ltd 18,CKX) Total £ $5,CXX) There Is only one pa8e to these accounts CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerf8 report on the accounts Section A Independent Examiner's Report R•port to th• tru•t•• memb•rn of Shert)om8 Classlc Cars CIO On accounts for th• y•ar 31 •t Docenknr 2023 Charlty No. 1172969 S•t out on pag Respectlve The tharltys trustees are resp￿5￿1 le for the preparatk)n of the accounts In r•sponslbllftl•s of accrKdanc* with the requiremonts of the Charities kt 2011 (Iho Acr). trust0￿ and •xamln•r The charity's In￿tee9 (x)n8ider that an a￿lIt is not required ft)r this year under sectK)n 144 of the Act and that an independent examinati￿ is needed. It 18 my r88ponsibility to: examin8 Ihe accounts under 8eCtlon 145 of the Charlt*8 Act. to follow the applicable Direction8 gr￿n by the Charity C¢xnmi88ion (under Section 145(5Xb) of the Ac( and to 8tste whether partkular mattern have ￿rne lo my attenllon Basls of In(*•nd•nt My examknatk>n was carrlad (Art in accordanc* wilh g6noral DirectTh8 given •xafflln•rfs stat•m•nt by the Charity CommissvJn. An examination includes a review of the ac(￿nting records kept by the charity and a compari80n of the account8 presented with those rocords. It also includes consideration of any unusual Items or discbsures in the ac(x)unts. and seeking explanatK)ns from the trustee8 concerning any such matter8. The procedures undertakan do not provide all the evidence Ihat would tx required in an audi( and consequentty no opinion is given as to whether the accounts pr88ent a 'true and fairf view and the re￿￿ is limited to those matter3 Set out in the Slatement b81(M. Independent In conneclicm wlth my examnation, no material matters have como to my •xamln•r's statem•nt attent￿n wh￿h give me cause to believe Ihat in any material rospecL" accounllng records were not kept in accordance wilh section 130 of tho Charilios Act: or accA)unts (k> not accord wilh tho a{￿untIng rocfjrds. I have no con(xm8 and have com8 across no other matter8 in ccmnect#)n with the examination to which attentAon Shoukl be drawn In ordef to enabl• a proper WKlerstanding of Ihe a¢￿x￿lS to be reachod. Slgn•d: Dat•: Nam•: A. A. Lggatt Relevant prof•ulonal qualfficatJon(s) or body (11 any): Addross: 16 Sunny Hill Nunney Frome. Smr3et BA114ND